HomeMy WebLinkAboutContracts & Agreements_30-1999_CCv0001.pdf Professional Services Contract
for RFP and Systems Selection Services
Between Government Finance Officers Association and
City of Redlands, California
This contract is entered into by and between City of Redlands, CA and the Government
Finance Officers Association,
Whereas City of Redlands, CA desires that GFOA perform certain work and GFOA is
willing to undertake such work in accordance with the terms of this agreement
(hereinafter referred to as "contract");
Now, therefore, it is agreed to as follows:
I SCOPE OF WORK: GFOA will use good-faith efforts to perform the work as
described in the scope of work which is included in the attached as Exhibit A and
is here-by made a part of this contract.
2. PERIOD OF PERFORMANCE: This contract begins on April 1, 1999 and ends
on or before December 31, 1999.
3. PAYMENT: The total cost of this contract shall be on a fixed (not to exceed)
basis of$40,000 for the total contract where payments shall be due as set forth in
Exhibit B. Payment of invoices shall be due within 45 days.
Invoices shall be mailed to:
Ms. Bonnie J. Johnson
Finance Director
City of Redlands
P.O. Box 3005
35 Cajon Street, Suite 10
Redlands, California 92373
4. RECORDS: GFOA shall maintain records of its work and expenditures which
City of Redlands, CA may view and/or audit as it deems necessary.
5. STANDARDS OF WORK: GFOA agrees that the performance of work and
service pursuant to the terms of this contract shall conform to high professional
standards in the field of public finance. GFOA will use its best efforts to
formulate opinions and create information upon which City of Redlands, CA may
rely. However, the substance cannot be guaranteed to be free from omission or
errors except insofar as such errors or omissions occur as a result of gross
negligence or willful misconduct. City of Redlands, CA recognizes that GFOA is
not the software provider or systems integrator. Consequently, GFOA has no
GFOA Contract With City of Redlands,CA
liability regarding year 2000 compliance of the software, hardware, or integration
services.
6. INDEMNIFICATION: GFOA and City of Redlands, CA agree to hold each
other harmless against all claims, losses, damages and liabilities(and actions in
respect thereof) arising out of any or all suits or damages of any kind resulting
from injuries or damages sustained by any person or persons or property by virtue
of the other party's negligence or legal wrong-doing.
T DISPUTES: Any dispute not disposed of by mutual consent, or provided for
within this contract, shall be decided by procedures jointly agreed upon by City of
Redlands, CA and GFOA. GFOA and City of Redlands, CA hereby agree to
make good faith efforts to resolve disputes as quickly as possible.
8. ENTIRE CONTRACT: Unless otherwise provided for within this contract,this
contract constitutes the entire agreement between the parties, and there are no
other agreements, understandings, or covenants between the parties hereto of any
kind.
9. TERMINATION: This contract may be terminated upon thirty(30)days written
notice by either party. GFOA will provide all necessary reports of work
completed through date of termination and City of Redlands, CA will pay GFOA
all fees charged through date of termination on a time and materials basis at
standard billing rates of$125-$175 per hour(not to exceed contract amount) and
incurred as a result of termination by City of Redlands, CA.
10. PUBLICATIONS: As an educational, nonprofit, professional membership
association, GFOA reserves the right to publish non-confidential documents
describing the results of, or created during, the work performed under this
contract. As a matter of professional courtesy, the GFOA will not publish any
item with the name of the City of Redlands, CA without prior consent of the City
of Redlands, CA's Director of Finance.
11. OTHER DOCUMENTS INCORPORATED: The following documents are
incorporated by reference into this contract:
Exhibit A Scope of Work
Exhibit B Cost and Payment Schedule
11 SEVERABILITY: If any provision of this contract is held null and void in a
court of law,the remaining provisions shall continue in force.
13. ORDER OF PRECEDENCE: In the event of an inconsistency in this contract,
unless otherwise provided herein, the inconsistency shall be resolved by giving
precedence in the following order: the contract clauses and Exhibits I and IA.
GFOA Contract With City of Redlands,CA 2
14. AMENDMENTS: Any modifications to this contract shall be in writing, signed
by duly authorized representatives of both parties, and a copy shall be attached to
the original contract.
15. PROJECT CONTACTS: For purposes of business issues related to this contract,
the GFOA's"Project Director" is its Director of Research and the City of
Redlands, CA's "Project Manager"is the Director of Finance.
In witness whereof,the parties hereto have executed this contract as of the day and year
first above written.
City of Redlands, CA Government Finance Officers
Association
By: By:
V I ey sser
Title: Mayor Executive Director, GFOA
Date: April 6 , 1999 Date:
City of Redlands, CA
April 6 , 1999
B : Date:
L#rie Pe all
Title: - City Clt_:�
City of Redlands, CA
(if needed)
GFOA Contract With City of Redlands,CA 3
Exhibit A
Scope of Work
HA
$F
{lEadPl►evlgi � rvic
(Rapid)RFP Development. Governments often expend significant resources
on consultants and internal staff collecting detailed business requirements. These
requirements often replicate the extant system—and by implication dismiss the main
advantages of leading-edge Enterprise Resource Planning (ERP) software. Based on our
initial discussion with the City of Redlands,the City recognizes that leading-edge
software contains best business practices, and if customization is to be minimized, the
City should be prepared to reengineer processes to the software. For these reasons, the
GFOA believes that City of Redlands can utilize a"rapid"RFP development approach
which is described next.
GFOA Rale. The GFOA approach begins with the presumption that the validity
of the reengineering approach and the similarity of needs across local governments makes
it practical and more efficient to develop a list of general system requirements as opposed
to detailed requirements. City of Redlands also has the advantage of benefiting from
RFPs from other jurisdictions that have been collected as part of GFOA's work-in-
process to build a sample RFP. Tasks in this step of Phase I will include interviews with
key departments staff to develop and validate system requirements, review general terms
& conditions,review technical architecture requirements, and collect information on
issues such as interfaces and data conversion. We will also embed in the RFP your
functional (e.g., ABC/ABM) and technological goals (e.g., workflow,web enablement).
In addition, GFOA will add sections of the RFP such as provision of vendor
references and conduct other tasks that will produce responses to the RFP that can be
easily understood and analyzed. For example, when proposals are typically turned in, it
is difficult to make"apples to apples"comparison of costs or even to make basic
comparisons of cost proposals. We will provide you with a matrix that will significantly
improve its ability to later compare software costs.
City of Redlands' Staff Role. City of Redlands main role during this step is to
assist the GFOA on procurement terms & conditions for its contracts, schedule and
participate in meetings to establish detailed requirements, collect transaction volumes for
different modules, technical architecture definition, and provide feedback drafts of the
RFP. In addition,the City will complete the bulk of the work on requirements for non-
core financial modules (especially unique utility billing requirements)under GFOA
guidance. GFOA will also request that the City provide electronic copies of various
attachments to facilitate RFP preparation. The City needs to identify a project manager
who will work with the GFOA on a day to day basis.
GFOA Contract with City of Redlands,CA 4
--------------
Evaluation of Financial System Proposals. Ten agreed upon procedures are outlined
below and the associated"deliverables"which together describe the services provided to
the City by the GFOA during the system selection portion of our engagement.
I. Proposal Evaluation Plan-The GFOA will work with the City to
develop a step-by-step evaluation plan document to be followed by
members of your evaluation team. This plan will be completed prior to
the opening of the proposal packages. It also gives advance notice to
the vendors of the potential use of parallel contract negotiations.
Deliverable: Financial System Proposal Evaluation Plan.
2. Functional and Technical Requirements Analysis. The GFOA will
review and categorize vendor responses to functional and technical
criteria listed in the RFP for the financial system. This includes the
development of spreadsheets and charts that will facilitate proposal
analysis by your system evaluation team. Deliverable: Analysis of
Vendor Responses to Functional/Technical Requirements.
3. Cost Analysis. The GFOA will conduct a cost analysis and
comparisons estimate for software, hardware, implementation, and
training support by analyzing information provided in vendor
proposals. Deliverable: Cost Analysis of System Proposals.
4. Proposal Reference Checks. The GFOA will conduct in-depth
interviews guided by a standard questionnaire for client references
provided by vendor. Deliverables: Evaluations of Financial Systems
by Client References.
5. Independent GFOA Reference Evaluations. In addition,the GFOA
will conduct interviews with member finance officers using specific
software to get a candid independent assessment of the product and the
vendor's customer service performance. Deliverable: Evaluations of
Financial Systems by Independent References.
6. Vendor Demonstration Scripts/Demonstration Evaluation Tool.
The GFOA will develop demonstration scripts to guide vendor
presentations, based on City of Redlands's interviews, RFP
requirements, and GFOA's knowledge of best business practices. In
addition, a"tool"to be used by members of your evaluation team
during vendor software demonstrations will be prepared. Deliverables:
GFOA Contract with City of Redlands,CA 5
Software Demonstration Scripts and Software Demonstration
Evaluation Tool.
7. Staffing Vendor Demonstration Presentations. GFOA's
recommended approach is to short-list no more than three vendors for
on-site demonstrations. GFOA team members will attend up to three
software vendor demonstrations of no more than 2 days each. A GFOA
team member attending the presentations will ask questions of vendors
and take detailed notes on the functionality of software and assess
adherence to your requirements. The GFOA will facilitate sessions
with your evaluation team to reach general conclusions on the
demonstration presentations. GFOA will organize team notes and
facilitation session results into an interim memorandum documenting
the selection of vendors for site visits. Deliverable: Summary Ratings
of Vendor Demonstrations by the Evaluation Team.
8. Site Visits. GFOA will not attend site visits but will prepare your team
by providing you with an evaluation tool. GFOA will prepare
appropriate evaluation materials and facilitate sessions with staff
members to reach general conclusions on the site visits. Deliverables:
Site Visit Evaluation Tool.
9. Vendor Communications. The GFOA will manage communications
with vendors to establish demonstrations, site visits,proposal
clarifications, and cost clarifications.
10. Final Report. Phase 11 will be completed when GFOA develops a
report based on conclusions from previous deliverables to document
support for the City of Redlands recommendation to the city manager to
authorize contract negotiations, Deliverable: Final Report:
Recommendations for a New Enterprise Financial System.
GFOA Contract With City of Redlands,CA 6
Exhibit B
Project Budget and Payment Schedule
Summary of Cost by Phase
- -
r_Y4 J'_ -
1 Projcct Management Plan &(Rapid) RFP $15,000
Development
ll System Selection $25,000
Total Cost $40,000
Assumptions
(1) The total cost of this contract is not to exceed $40,000. Phase I and II are fixed with
payments by project deliverables.
(2) The total cost in Phase I and II also includes travel expenses.
(3) No more than three software vendors are short-listed for two-day demonstrations.
Two demonstrations will occur in one week to minimize travel expense for GFOA.
(4) Assumptions for travel are as follows:
Phase I. Based on no more than two trips for two people for two days to the City of
Redlands for requirements collection and validation. All other work will be done off-
site and through conference calls.
Phase II. Based on no more than two trips for one person for six days to the City of
Redlands. Thus, two software demonstrations will be held in the same week.
(5) Scope of RFP includes core financials, inventory,purchasing, cash receipting, and
utility billing.
GFOA Contract With City of Redlands,CA 7
Exhibit B (continued)
Payment Schedule
Under this contract, payments are to be made at the completion of
deliverables/milestones.
Phase I
Payment#1 $15,000 Completion of RFP
Phase 11
Payment#2 $12,500 Steps#1-5
Payment#3 $12,500 Steps 46-10
GFOA Contract With City of Redlands,CA